Case Study

ABA Therapy Group in Texas

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Results in 90 Days

Psychiatric Practice – California

Client Profile

Challenges

Solution

Results

Metric	Before	After (90 Days)
Revenue	$18,000/month	$28,600/month
Denial Rate	24%	4.50%
Claims Paid Within 14 Days	32%	84%
Unbilled Sessions	16/month	1/month

ABA Therapy Group in Texas

Challenge: 42% claim denial, slow follow-up, untrained front desk staff

Solution: Daily billing, denial resolution, virtual assistant for patient calls

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Results in 90 Days

Psychiatric Practice – California

Client Profile:
Type: Solo Psychiatrist (Telehealth-based)
Location: Los Angeles, CA
Services Used: RCM + Insurance Verification
Platform: Simple Practice

Challenges

Incomplete insurance verification before sessions
Monthly revenue stuck around $18,000
Denials for TMS and Spravato treatments due to coding issues
Delayed posting of ERAs & payments

Solution:

Verified benefits 48 hours before each session
Cleaned up CPT/HCPCS codes specific to TMS/Spravato
Automated ERA downloads & payment posting
Weekly denial analysis and provider education

Results

Metric	Before	After (90 Days)
Revenue	$18,000/month	$28,600/month
Denial Rate	24%	4.50%
Claims Paid Within 14 Days	32%	84%
Unbilled Sessions	16/month	1/month

ABA Therapy Group – Florida

Challenges

Solution

Results in 90 Days

Metric	Before	After (90 Days)
Average Days in AR	58 days	19 days
Monthly Collections	$42000	$64700
Authorization Turnaround	7–10 days	2–3 days
Scheduling No-Show Rate	12%	3%

ABA Therapy Group – Florida

Client Profile:
Type: 10-Provider ABA Therapy Group
Location: Orlando, FL
Services Used: Full RCM + Admin VA Support
Platform: TherapyNotes

Challenges:

In-house staff overwhelmed with claim backlog
Missed calls and poor client scheduling
Prior authorizations delayed treatment
Insurance aging over 60 days

Solution:

Dedicated VA for all incoming calls and scheduling
Authorization team handling all requests within 24—48 hrs
Shifted to daily billing & AR follow-up
Built patient responsibility tracker

Results

Metric	Before	After (90 Days)
Average Days in AR	58 days	19 days
Monthly Collections	$42000	$64700
Authorization Turnaround	7–10 days	2–3 days
Scheduling No-Show Rate	12%	3%

Licensed Therapist – New York

Client Profile

Challenges

Solution

Results

Metric	Before	After (90 Days)
Time Spent on Admin (per day)	2.5 hrs/day	20 mins/day
Weekly Patient Calls Answered	65% answered	98% answered
Missed Revenue from Copays	$950/month	$100/month
Appointment Retention Rate	78%	92%

Licensed Therapist – New York

Client Profile:
Type: Solo LCSW
Location: Brooklyn, NY
Services Used: Virtual Assistant Only ($1,500/mo)
Platform: Simple Practice

Challenges:

Constantly missing patient calls
Poor follow-ups on canceled/rescheduled sessions
Therapist spending 2—3 hours a day on admin tasks
Missed revenue due to unpaid copays

Solution:

Assigned one VA to answer all calls and manage the calendar
Daily email and text reminders to patients
VA called clients with unpaid balances weekly
Provided filll support 6 days/week

Results

Metric	Before	After (90 Days)
Time Spent on Admin (per day)	2.5 hrs/day	20 mins/day
Weekly Patient Calls Answered	65% answered	98% answered
Missed Revenue from Copays	$950/month	$100/month
Appointment Retention Rate	78%	92%